Feedback on application for candidacy part II and consultant report templates Excel application

Transcription

1 Feedback on application for candidacy part II and consultant report templates Excel application Instructions for readers, consultants and IB staff July 2011 Page 1 International Baccalaureate Organization 2011

2 Feedback on Application for Candidacy part II and consultant report templates Instructions for the reader/consultant Introduction The Feedback on Application for candidacy part II and consultant report templates have been developed in Excel. They are compatible with Excel 2000 and higher for the PC and Excel 2011 for the Mac. Note for Mac Users: Excel 2008 does not support the macros which are included in this application. Please contact the appropriate IB office. The Excel template generates Excel workbooks for three different reports: Reader s report on the Application for candidacy Consultant visit report End of the consultation update The template contains all three reports in one spreadsheet so that progression can be seen from one report to the next. The three generated reports are in the form of Excel workbooks which are formatted so that they can easily be printed. Storing and starting the application In order to use this application successfully: 1. Create a folder on your local drive where you will store the application workbook. 2. Download the application workbook into the folder you created. For the reader: Download the generic workbook from IB Docs (for example ENG_MYP Feedback PII and consultant reports ) For the consultant: Download the workbook that has already been completed by the reader for the school (for example ENG_MYP PII 1234 where the numbers are the IB school code) 3. In the same folder that you created in step 1, create a folder labelled Reports. 4. Create an (empty) document (for example in Word) and save it in the Reports folder you created. This is necessary as a dummy file so you can later select this folder to store your reports (see page 3 under Workstation Path/Folder ). 5. If you are using a PC with Excel 2007 or higher it is best to save the file as a Macro- Enabled Workbook (with an extension of xlsm ). To do this, open the file and click on Save As in the menu of the Office button. Go to the bottom of the screen that appears and open the dropdown under Save as type and select Excel Macro-Enabled Workbook (*xlsm). Close the file, then open it again to begin work. It should have the extension xlsm when opened. NOTE: This step will allow the reports to generate much more rapidly. 6. Open the Application Workbook form the folder where you stored it. This workbook requires macros to be enabled in Excel. If you receive a security warning, Page 1

3 choose to enable the content or enable the macro, depending on your Excel version. In Excel 2007, click on enable this content to enable macros (see arrow 2 below) 1. 2 The Excel document The Excel document is a workbook that includes different pages. See below. The document should normally open in the 'Setup' page. If not, you need to click in the appropriate tab, as shown on the following page. Page 2

4 Start with Setup Required school information: Enter School Name, School Code and pertinent dates as requested. The date may appear in another language than the text; if so, please correct it manually. Information entered here will be copied over to the different sections of the application. Output Reports: Three buttons are included here which will generate the three different reports once the appropriate information has been completed in the rest of the worksheets. Workstation Path/Folder: The path and folder where the workbook and reports are stored are initially set to "C:". Before you save the file or generate reports you need to identify the paths to use on your computer. o For the workbook: Click on Change Workbook Folder and browse to the folder where you stored the workbook on your local drive. Within this folder double-click on any file. o For the report: Click on Change Reports Folder and browse to the Reports folder you created. Within this folder double-click on any file. NOTE: before being able to click the buttons, you might have to move the cursor away from the any fields you were completing on the page. Save Application Workbook: o For the reader: Once the set-up data has been completed, click on this button to save the file for the specific school while preserving the Master workbook, for example ENG_DP Feedback PII and consultant reports. The name of the specific school file will be composed of the language, the programme and the school code. For example: ENG_DP-PII When starting a new school, always start again from the master workbook. Once the Page 3

5 o Application Workbook has been saved the first time, use the Save command on the File menu to save changes to the file. For the consultant: Using the button Save Application Workbook will save the changes you make to the workbook. A message will appear that this workbook already exists and asking you whether you want to replace it. Click Yes. You can also use the Save command on the File menu to save changes to the file. Instructions tab This section explains how to analyse the school s situation with regard to its progress towards authorization and tells the reader and consultant how to complete the form. Page 4

6 Practices tab This tab includes all the practices which must be in place at the time of authorization. The columns the reader checks that or the consultant checks that are meant to provide further guidance for the reader/consultant in analysing the school situation. Changing the view At the top of the page, where you see the first arrow in the illustration above, there is a button which gives you different views, hiding columns as appropriate. The red text next to the button (under the second arrow) will tell you which view you are currently in. The four different view modes are: Reading: Reading for candidacy Consult Visit: Consultation Visit End Consult: End of Consultation All columns: View All Columns By clicking anywhere on the button, the view mode changes sequentially from one view to the next (you cannot choose the view by selecting a title on the button, every click simply changes the view to the next one listed on the button). The table can be completed in any view mode as preferred by the reader or consultant. Adjusting the height of a cell Where you see the third arrow in the illustration above, there is a button which allows you to change the height of a cell. If your text does not fit fully into a cell, select the cell. Then click this button and enter a larger number to increase the height of the cell so all your text will show. Note: Height values of different cells may not appear proportional if some of the cells are 'merged' and some are not. You may need to experiment to find the correct value for the height of the cell you want to adjust. Selecting the appropriate colour for the rubric In the columns Analysis of the school situation, the reader/consultant will decide on a colour for the rubric and type an "x" in the appropriate column to make the chosen colour appear in the column. If the wrong colour is selected, select the coloured cell and press the delete button twice and the colour disappears. Be sure to type an "x" in only one column for each rubric. Page 5

7 Writing the findings In the case of a yellow or purple indication, findings need to be provided in the appropriate column according to the directions in the instructions tab. For the reader a selection of drop-down choices have been provided. Or the reader can write their own comments where a further specification of evidence is helpful. To write in the cell simply select it (do not double-click) and write in it. Note that the grey areas are locked as the reader or consultant does not need to complete these. For consultant to complete (PYP and MYP only) The consultant writes their findings into this table with regard to the development of the subjects at the school. If necessary, use the Adjust Cell Height button to increase the height of a cell so all the text appears on the screen (see page 5 under Adjusting the height of a cell ). Page 6

8 Changes in structure (for consultant only) The consultant completes the table with any changes found in the school structure since the start of candidacy. If necessary, use the Adjust Cell Height button to increase the height of a cell so all the text appears on the screen (see page 5 under Adjusting the height of a cell ) Advice consultant This page gives the consultant the opportunity to give advice as to the school s readiness to complete and submit the Application for authorization. Information on labs (DP only) In this tab further information is provided to guide the reader and consultant in analysing the laboratories for IB Diploma science courses. Page 7

9 Saving your work Once you have saved the Application Workbook for the specific school (see under Setup on pages 3-4), you can save your work at any time you by simply clicking on save in the Excel toolbar. You can also save your work by using the Save Application Workbook button on the Setup page, and choosing to overwrite the existing file. Generating reports To generate the Excel report, go back to the Setup page and find the appropriate report to generate: RR1: Feedback on the Application for candidacy part II CR1: Consultation visit report CR2: End of consultation update Clicking the appropriate button will create the report in Excel. The generated report will open on your computer once it is ready and will automatically be saved in the Reports folder you identified on the Setup page. Depending upon your computer the generation of the report can take a while. Please be patient, if the sandglass appears it is a sign that the report is being generated properly. The reports will have the title of the workbook and the report. For example: ENG_PYP-PII 1116 CR1 Consultation Visit. If you are using Excel 2007 or 2010 for the PC, you can speed up the report generation by saving the programme file as a macro-enabled file (with an extension of *.xlsm) closing it, and then opening it again. Uploading the appropriate files by reader and consultant After completing the spreadsheet and generating the appropriate report, the reader or consultant will upload both onto IB Docs: The completed workbook will be uploaded. o The reader s workbook will be used later by the consultant to continue with the consultation process. o The uploaded workbooks can be checked by the IB office to make modifications in the reports as necessary The appropriate generated report will be uploaded. Instructions for IB staff Any changes as necessary can be made in the completed workbook that has been uploaded by the reader or consultant. The workbook needs to be saved appropriately as explained on pages 1 and 3 (under Workstation Path/Folder ) of these instructions. When changes are made in the workbook, the application will generate a new Excel report (see page 8, Generating reports, which can replace the previous one). Page 8

10 Trouble shooting 1. I cannot enable macros on my PC: This happens when the security level on your PC is set to a too high level. You need to change the security level. For Excel 2000: Go to Tools in the menu bar, choose Macro then Security. On the 'Security Level' tab, choose 'Medium' and click OK. Reopen the workbook and you will receive a message from which you choose enable macros. For Excel 2003: Go to Tools in the menu bar, choose Options then the tab Security and within that Macro security. Choose the level medium. Reopen the workbook and you will receive a message from which you choose enable macros. For Excel 2007 and Excel 2010: Click on the Office button to open the menu and scroll to the very bottom to click on Excel Options. From the column on the right, select Trust Center and in the screen that appears select Trust Center Settings. From the column on the right in the new screen, select Macro Settings. Choose the option Disable all macros with notification. Reopen the workbook and you will be see a security warning as indicated on page 2 of these instructions. 2. I cannot generate the report: This can happen if you have not saved the workbook properly. Ensure that you have established the correct path to the folder where you stored the workbook and where the report will be stored by going back to the Setup page and re-establishing the Workstation Path/Folder (see page 3). 3. I cannot type a comment in the cell: To type in a cell, simply select the cell and start typing. Do not double click. It is not possible to have a statement from the dropdown menu and a selfwritten comment in the same cell. Many cells in the workbook are informational; these cells are protected so you cannot type in them. 4. I cannot see the Tabs on my Mac: If you are using Excel applications for Mac, please use the green Zoom ( + ) button in the upper left hand corner to toggle the view. Clicking on the Zoom button will show you as much content as possible including tabs. 5. Where do I find the IB school code: The IB school code is in the school s application on the opening page. Page 9